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In this part we will see how to be straight with our meetings :

“Normally a good meeting should only consist of demonstrations to answer definitively pending questions.
Therefore, it should be carefully prepared by all the intervenants and properly led by the organisator.”

Plan your meeting properly

  • Meeting duration from 30′ to 60′ maximum by chunk of 15′
    • Previous meeting minutes acceptation – 5′
    • Agenda – 3 subject max ;
      • – 1 subject – 15′, 30′ or 45′ (depending of meeting duration)
      • – 2 subjects – 2×15′ or 15′ + 30′ (depending of meeting duration)
      • – 3 subjects – 3×15′ (60′ meeting needed)
    • Next Meeting agenda setting – 10′
  • Transition time between two consecutive meeting – 30′
    • Minutes draft writing – 15′
    • Rest – 10′
    • Remind next meeting – 5′

(mandatory)

Schedule your meeting properly

  • A 30′ Introductory meeting  should be scheduled to explain how they will be driven and to set frequencies
  • Schedule only necessary meeting
  • Schedule meeting between 9 and 11 AM, and between 2 and 3 PM (out of lunch and leave time )
  • Recurrent Meeting should be scheduled at the same frequence (day(s) of week, starting hour and room)
  • Consecutive Meeting should always be in the same room
  • Schedule from 1 to 6 attendees with maximum 3 different mandatory speakers, remaining optional attendee are backups
  • Provide 1 bottle of water (still or sparkle) by attendee but no food
  • Provide at least one beamer to project meeting advancement, and next agenda live writing
  • Agendas should be sent from minimum 4 hours before next meeting depending of its complexity
  • Minutes should be sent at least the day after
  • Manage a transition time of at least 30′ between two consecutive meeting
  • Try to limit to maximum two meetings a day
  • No phone

Drive your meeting properly

  • Check the room (logistic, catering) at least 5′ before the meeting
    • Any issue will lead to the rescheduling of the meeting
  • Start and End on time
  • Be strict on every meeting phases duration
  • Do not tolerate any attendee delay or early leave
    • It must provide its backup instead
  • Do not hesitate to postpone not appropriate agenda’s content to a next meeting
  • Arbitrate any disagreement immediately otherwise postpone corresponding agenda to a next meeting
  • Promote good meeting preparation by being well prepared
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